GIS and Document Management Integration

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Irene Magdalen Terry
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1 GIS and Document Management Integration Presented by: Steve Sherman, GISP City of Greensboro, NC ESRI Conference 2007

2 Presentation Goals Definition of Document Management What it is? Why it s s important Role of GIS in Document Management Pilot project details Future directions June 2007 ESRI Conference

3 Greensboro Overview Greensboro Central North Carolina Population: ±230,000 Area: 120 sq. mi. Roughly 2,800 employees FY Budget of $386M Wide range of municipal services Water & Sewer Storm Water Solid Waste Police and Fire Building Inspections Parks & Recreation Libraries Transportation General government June 2007 ESRI Conference

services Water & Sewer Storm Water Solid Waste Police and Fire Building Inspections

4 Project Background: GIS ESRI Environment ArcMap 9.1 (almost 9.2) ArcSDE (SQL Server) ArcIMS Enterprise wide, centralized GIS management Utilizing GIS technology since 1990 System Metrics Roughly 150 users of ArcMap Numerous ArcIMS users ±200 SDE Layers 130,000 address points 18,000 street segments 90,000 parcels 50,000 storm water inlets 45,000 street signs June 2007 ESRI Conference

technology since 1990 System Metrics Roughly 150 users of ArcMap Numerous ArcIMS users ±200 SDE

5 Integration of GIS with Enterprise Applications Evolution of GIS from basic mapping to spatially enabling enterprise applications Importance of Enterprise GIS Examples Work Management Call Center Emergency Operations Center Most Recently -- Document Management June 2007 ESRI Conference

Enterprise GIS Examples Work Management Call Center Emergency Operations

6 What is Document Management? Problem Documents are everywhere and increasing in volume In many different types and formats, from many sources Not just paper.xls,.pdf,.tiff, etc. Consuming valuable time and space Straining manual processes Solution Store document digitally Indexed retrieval Give employees instant access to documents they need Provide within context of familiar business applications June 2007 ESRI Conference

sources Not just paper.xls,.pdf,.tiff, etc.

7 Why is Document Management Important? Provides organization to unstructured information 90% of corporate memory exists on paper 90% of all documents handled each day are merely shuffled The average document gets copied 19 times Organizations spend $20 to file a document, $120 to find a misfiled document and $220 to reproduce a lost document 7.5% of all documents get lost 3% get misfiled Professionals spend 5-15% 5 of their time reading information, but up to 50% looking for it There are over 4 trillion paper documents in the U.S. alone growing at a rate of 22% per year June 2007 ESRI Conference

average document gets copied 19 times Organizations spend $20 to file a document, $120 to find a misfiled document and $220 to reproduce a lost

8 Why is Document Management an Enterprise Application? Documents have uses across departmental lines Engineering documents used by street inspectors Deed documents used by Legal, ROW procurement Driveway permits used by Street Maintenance Store it once Use multiple times Economies of scale Document management systems are costly Share resources (staff, hardware, etc.) June 2007 ESRI Conference

documents used by Legal, ROW procurement Driveway permits used by Street Maintenance Store it once

9 Why is Document Location (GIS) Important? Document have locations Street segments Addresses Facility names Rule of thumb 80% of information includes a location GIS provides a means for retrieving documents based on location Maps are more intuitive than pick lists or text queries Example: Select a building and retrieve the Fire permit Select a document and find the corresponding GIS feature June 2007 ESRI Conference

a location GIS provides a means for retrieving documents based on location Maps are more intuitive than

10 Why is Document Location (GIS) Important? Retrieve documents of associated features Allows selection of documents across multiple spatially related features Examples: Select an intersection and its associated streets, retrieving deeds, eds, engineering drawings, accident reports, etc. Retrieve all fire inspection reports within a Fire Demand Zone Increase inter-department sharing GIS technology dissolves departmental silos June 2007 ESRI Conference

Examples: Select an intersection and its associated streets, retrieving deeds, eds, engineering drawings, accident

11 Project Goals Replace an aging in-house application Only Engineering documents (200,000+) VB6 & MapObjects based Developed mid s Required installation on client PC s Intranet distribution Commercially available off-the the-shelf solution Provides Best practices solution Eliminates need to support in-house Future integration path to other COTS and In-house applications Call Center, Work Management, etc. June 2007 ESRI Conference

off-the the-shelf solution Provides Best practices solution Eliminates need to support in-house Future

12 Project Goals Focus on Services Oriented Architecture (SOA)/WebServices WebServices allow programs written in different languages on different platforms to communicate in an event driven, standards- based way via XML documents XML documents contain: Start tag defines what s s coming End tag concludes the document Content the information between the two tags Elements are annotated with attributes that contain metadata about the element and its contents Web Services allows disconnected participating system upgrades Concluson: : Create a GIS module for existing product June 2007 ESRI Conference

concludes the document Content the information between the two tags Elements are annotated with attributes that contain metadata about the element and

13 Partnership with Perceptive Software ImageNow by Perceptive Software Document imaging, document management and workflow ESRI Business Partner Over 1,200 customers worldwide Industry Focus: Higher Ed, Healthcare, Finance, Government Existing vendor for traditional business documents Financial, Human Resources, etc. Currently integrated with City s s ERP solution Implemented in 1999 Current System Metrics Users: 30 Total Documents: 850,000 (many more pages) June 2007 ESRI Conference

vendor for traditional business documents Financial, Human Resources, etc.

14 Spatial Enabled Document Fire Inspections Fire Investigative Reports Fire Permitting Examples Fire Detectors Fire Plan Review Police Arrest/Accident Reports Driveway permits Engineering Drawings Deeds Project contracts And More Combined count: 20,000 documents Combined count: 50,000 documents Combined count: 200,000 documents June 2007 ESRI Conference

Engineering Drawings Deeds Project contracts And More Combined count: 20,000 documents

15 Application Structure Overview Documents stored on network drive (native format) ImageNow database (SQL Server) manages indexes Integration approach Pre-populate feature class w/ unique ID number Concatenation of feature ID with feature class ID number Yields unique ID across all feature classes Document attributes contain resulting concatenated key Linking of document via index value Allows multiple documents per single GIS feature June 2007 ESRI Conference

feature class ID number Yields unique ID across all feature classes Document attributes contain resulting

16 Application Structure ArcMap Client Extension to ArcMap Link document to feature Retrieve documents spatially Display in native viewer Display in ImageNow viewer Access to ImageNow tools Mark-up Rotate Print Stamp Etc. June 2007 ESRI Conference

native viewer Display in ImageNow viewer Access to ImageNow

17 June 2007 ESRI Conference

18 test June 2007 ESRI Conference

19 Application Structure ArcIMS Map Service ArcIMS Viewer Retrieve documents spatially Display in native viewer Display in ImageNow viewer Access to ImageNow tools Mark-up Rotate Print Stamp Etc. June 2007 ESRI Conference

Display in ImageNow viewer Access to ImageNow tools

20 Insert image(s) ) of Web viewer here June 2007 ESRI Conference

21 Insert image(s) ) of Web viewer here June 2007 ESRI Conference

22 Implementation Status Currently Pilot Project Engineering Records Link existing drawings Deploy Intranet viewer Replace legacy system Providing vendor enhancement feedback Near-Term Expand to existing ImageNow users Transportation Fire Police Expand to departments not now using imaging June 2007 ESRI Conference

23 Questions? nc.gov nc.gov/departments/mis/gis/ June 2007 ESRI Conference

Improving Access to GIS Data With Targeted Web Apps. Joyce Green, City of Norman John McIntosh, City of Norman

Improving Access to GIS Data With Targeted Web Apps Joyce Green, City of Norman John McIntosh, City of Norman Improving Access to GIS Data with Targeted Web Apps Background Objective Development Environment